Job Title: Operations Coordinator
Hiring Organization: BRAC
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full Time
Salary: KES
Date Posted: 06/07/2024
Join the
BRAC Ultra Poor Graduation Initiative (UPGI) and be a part of a global movement
to eradicate extreme poverty. We are on the hunt for a dynamic national
professional to join our Nairobi office, Kenya. The role is pivotal in
supporting operations and administrative functions critical to our scale-up
strategy. You will work alongside an international team, making an impact
across continents.
We are seeking a strategic and committed Operations Coordinator to enhance our vibrant team. Your mission will be to streamline procurement, minimize operational risks, coordinate travel, manage consultant contracts, and offer all-encompassing administrative support to our globally dispersed UPGI team.
The
Operations Coordinator will report directly to the Director of Finance &
Operations. Additionally, the role involves developing close working
relationships and seeking technical input and guidance from UPGI’s Operations
team members across different regions. Excellent communication and negotiation
skills are crucial, as the position requires liaising with various stakeholders
and ensuring compliance with organizational policies and industry regulations.
This role
demands a detail-oriented individual with exceptional multitasking abilities
and excellent communication skills to ensure a smooth execution and delivery of
services with a customer-centric approach.
About
BRAC and the Ultra-Poor Graduation Initiative
BRAC is
an award-winning international non-governmental development organization, with
the vision of a world free from all forms of exploitation and discrimination,
where everyone has the opportunity to realize their potential. BRAC is a leader
in developing and implementing cost-effective, evidence-based programs to
assist poor and disadvantaged communities in low-income countries, including in
conflict-prone and post-disaster settings. It is an organization of and for the
people of the Global South, pioneering new development and social enterprise
approaches to equip communities to achieve prosperity. As well as being the
world’s biggest NGO by the number of staff and people directly reached, BRAC
has regularly been ranked the number one NGO in the world by the Geneva-based
NGO Advisor, an independent organization committed to highlighting innovation,
impact, and governance in the non-profit sector. BRAC retained the top spot in
2020 among the top 500 NGOs for the fifth consecutive year.
BRAC was
founded in Bangladesh in 1972 by Sir Fazle Hasan Abed. It started its first
program outside of Bangladesh in Afghanistan in 2002 and has since reached more
than 6.5 million people in 11 countries in Africa and Asia. BRAC has a holistic
approach to development that uses a wide array of programs that include
microfinance, education, health, agriculture, gender, and human rights. BRAC
invests in communities’ own human and material resources, catalyzing lasting
change and creating an ecosystem in which the poor have the chance to seize
control of their own lives.
The
Ultra-Poor Graduation Initiative is a global unit within BRAC International
that was founded in 2016 to build off the success of BRAC’s Ultra-Poor
Graduation program in Bangladesh. Graduation is an evidence-based, scalable
intervention proven to break the poverty trap for the long term. So far, BRAC’s
flagship Graduation program has impacted over 2 million Bangladeshi
households—totaling over 9 million people. To help eradicate extreme poverty,
BRAC UPGI is working to scale globally by integrating Graduation into existing
government programs and help 21 million more people lift themselves from
extreme poverty by 2026. At present UPGI has interventions with governments in
South Africa, Rwanda, India, Indonesia, the Philippines, and India.
Primary
Responsibilities
Procurement:
Oversee
procurement activities, in collaboration with UPGI and BI teams,
Lead the
procurement process, including identifying vendors, obtaining quotes, and
negotiating contracts to ensure cost-effective solutions.
Develop
and maintain relationships with suppliers, monitoring performance and ensuring
adherence to service level agreements.
Manage
procurement documentation, including purchase orders, invoices, and contracts,
and ensure compliance with organizational policies and procedures.
Responsible
for managing & preparing service level agreements for the smooth running of
project activities,
Management
and administration of office resources including office space, software,
subscriptions, computers, hardware, and other related office systems and
equipment.
Support
Procurement planning for UPGI- in developing annual procurement plans and
performing quarterly reviews/updates of the same.
Risk
Management:
Manage
the quarterly Risk reporting to BRAC International’s Executive Risk Management
Committee,
Update
the risk register for UPGI programs and offices,
Identify
potential operational risks and develop strategies to mitigate them, ensuring
compliance with industry regulations and best practices,
Conduct
regular assessments of operational processes and procedures to identify areas
for improvement and implement corrective actions as needed,
Collaborate
with the legal and compliance teams to ensure adherence to regulatory
requirements and industry standards.
Administration:
Oversee
the organization of team events (meetings, workshops, etc.)
Implement
a central filing system for required documents and forms,
Lead the
development and systematic management of administrative policies and their
implementation across UPGI operations,
Support
preparation for financial audits both internal and external, and other
advisories to both internal & external audiences,
Keep a
record of all UPGI Assets and perform annual asset reviews,
Contract
Coordination:
Coordinate
approval of contracts amendments and extensions,
Work with
finance team and legal counsel to support contract negotiations,
Collaborate
with department heads to identify consulting needs and assist in drafting
consultant contracts and scopes of work,
Coordinate
the contracting process, including obtaining necessary approvals, ensuring
compliance with legal requirements, and managing contract renewals.
Monitor
consultant performance and deliverables, providing feedback and support as
needed to ensure project success.
Travel
and Events Management
Support
the management of the UPGI Online Travel platforms,
Coordinate
travel bookings for UPGI staff and other Stakeholders with the travel agents,
Ensure compliance
to the BI travel policy
Support
Key events planning-Plan and execute corporate events, conferences, and
meetings, managing all aspects from venue selection, conferencing,
accommodations and travel logistics,
Develop
and maintain relationships with vendors and service providers to ensure
high-quality event execution and cost efficiency,
Other
(Safeguarding Responsibilities)
Ensure
the safety of team members from any harm, abuse, neglect, harassment, and
exploitation to achieve the program’s goals of safeguarding implementation.
Practice,
promote and endorse the issues of safeguarding policy among team members and
ensure the implementation of safeguarding standards in every course of action.
Follow
the safeguarding reporting procedure in case any reportable incident takes
place and encourage others to do so.
Qualifications
Bachelor’s
degree in business administration, management, or a related field.
Minimum
of [4] years of experience in operations coordination, procurement, or related
roles.
Strong
understanding of procurement processes, contract management principles, and
travel logistics.
Proficiency
in MS Office applications, project management software, and procurement
platforms.
Excellent
communication, interpersonal, and problem-solving skills, with the ability to
work effectively in a fast-paced environment.
Proven
ability to manage multiple tasks and priorities simultaneously while
maintaining attention to detail and accuracy.
Diplomatic,
with strong interpersonal skills and a high degree of political sensitivity
Strong
English skills and local language fluency required
Exceptional
communication and representational skills
Ability
and willingness to travel required.
